Statement of Work.pdf

STATEMENT OF WORK

ANNUAL CHILLER RENTAL - JLM

Central Arkansas Veterans Healthcare System (CAVHS)

1. SCOPE

The contractor shall provide all labor, tools, materials, equipment, transportation, and supervision necessary to provide equipment that will produce 1,000 Tons of Chilled

Water cooling for CAVHS.

2. GENERAL GUIDANCE

2.1. Provide chilled water colling equipment as prescribed below in the general requirements section. This equipment will be placed at our John L. McClellan

Medical Centers.

3. WORK HOURS:

All work pertaining to this contract will need to be performed Monday thru Friday unless a Federal holiday falls on one of these days. The time frame will be whatever is needed to work around the different service schedule. Most of the work could be done between

8am to 4pm. Some work outside of normal hours of operations may be necessary (i.e.

Electrical) must be coordinated with the project Contracting Officer Representative

(COR), when designated and The Little Rock A/C Shop Supervisor, Joshua Martin. On the days listed above unless unique situations arrive and prior approval between the contractor and CAVHS parties involved is agreed upon.

4. GOVERNMENT PERSONNEL OBSERVED HOLIDAYS:

4.1. The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

New Year's Day

Martin Luther King's Birthday

President's Birthday

Memorial Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas

4.2. In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute

Any other day designated by Executive Order

Any other day designated by the President’s Proclamation

5. GENERAL REQUIREMENTS

5.1. The contractor will provide CAVHS 1,000 tons of cooling for the JLM VAMC for the summer months. The following are the required equipment:

5.1.1. CHILLED WATER SYSTEM

5.1.1.1. One (1) 1000 Ton Water Cooled Chiller

5.1.1.2. One (1) Evaporator Pump

5.1.1.3. One (1) Condenser Pump

5.1.1.4. One (1) 1000 Ton Cooling Tower

5.1.1.5. One (1) 4160V to 480V Stepdown Transformer

5.1.1.6. One (1) Electrical Distribution panel with main breaker and individual equipment breakers

5.1.1.7. All associated hoses and fitting to hook together all rental chiller equipment to the VA chilled water system

5.1.1.8. All associated electrical cabling and fittings to hook together all rental chiller equipment to the VA chilled water system

5.1.2. SERVICES

5.1.2.1. Set-up and Decommissioning of Chiller, Towers, Pumps, and Hoses. Includes the following:

5.1.2.1.1. Winterization of the Chiller during the off months by Contractor.

5.1.2.1.2. Storage of Chiller on-site by VA but Contractor will provide any maintenance during storage process.

5.1.2.1.3. Maintenance of Chiller during operational season will be covered by Contractor.

5.1.2.1.4. Start-up procedures for Chiller during summer operation will be performed by Contractor. Contractor shall have equipment representative onsite for each start-up and shutdown of chiller system.

5.1.2.1.5. Refrigerant recovery and preparation for shipment upon completion of rental period.

5.1.2.1.6. Contractor shall provide local equipment support for onsite within 1 hour of service request.

5.1.2.1.7. Contractor shall provide hard piping for suction side of pumps. No lay flat hose allowed.

5.1.2.2. 200 LF of temporary fencing with overlapping black mesh type material to block viewing thru fencing.

5.1.2.3. Installing temporary 4160 electrical service to rental transformer and all required electrical work to connect rental equipment. Provide enclosed cable tray to protect the cabling from building to transformer.

5.1.2.3.1. 4160 electrical service cabling shall be tested as required by TIL requirements (26-05-13 Medium Voltage Cables) before hooking up the electrical cabling.

5.1.2.3.2. Contractor shall provide Distribution panel with breakers for each piece of equipment.

5.1.2.3.3. Distribution panel and stepdown transformer shall be rated for outside use. Transformer shall be installed and grounded per NFPA 70, Article 250 & 450.

5.1.2.4. Training will be provided as needed if equipment is different from VA owned equipment.

5.2. All work to set up chiller and remove the chiller will be done before and after the chiller rental period so the VA will get full use of the chiller.

5.3. The contractor shall take precautions to protect the Parking lot and will be responsible for damages caused to the existing Parking lot.

5.4. The contractor shall provide all equipment and adhere to all VA and Infectious Control Risk Assessment (ICRA) guidelines and regulations.

5.5. All disposal costs and fees for debris removal will be the contractor’s responsibility.

5.6. Site shall always be kept clean and free from debris and contractor shall remove debris daily from the health care system property. Contractor will not be allowed to use Government tools, materials, and/or labor for this project.

6. SITE VISIT

Date/Time: June 17, 2021 at 9:00 am (CST) Location: Central Arkansas Veterans Healthcare System

4300 West 7th Street Little Rock. AR 72205 See Attachment A

POINT OF CONTACT:

Tammie Chaney (Contracting Officer) Tammie.chaney@va.gov or 601-214-5066 Richard Palmer (Contracting Officer Representative) 501-257-1120

7. PERIOD OF PERFORMANCE: Base plus 2 option periods

8. CHANGES TO THE STATEMENT OF WORK

mailto:Tammie.chaney@va.gov

The CO is the only individual authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the

Contracting Officer’s Representative (COR) on all matters pertaining to contract administration. The COR is designated to represent the Contracting Officer (CO) in furnishing technical guidance and advice regarding the work being performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the

CO. Only the CO is authorized to make commitments or issue changes affecting price, quantity or performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the CO, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in cost incurred as a result thereof.

9. REPORTING REQUIREMENTS

All documents will be given to the Contracting Officer and or the Contracting Officer

Representative in a Word Document, or Adobe pdf and Excel spreadsheet file.

10. GOVERNMENT RESPONSIBILITIES

The government shall provide the contractor access to the rooms when needed as long as the service and contractor agree on the time and date.

11. CONFIDENTIALITY AND NONDISCLOSURE

The Contractor understands and agrees that confidential information (patients, employee, or facility) must always be secured and protected. The Contractor and its personnel shall be held liable in the event a breech of confidentiality occurs as a result of the Contractor or its employees. Each contract employee will be required to read and sign the Contractor Rules of Behavior and provide the original signature page to the

COR.

12. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

12.1. Position Sensitivity: The position sensitivity/risk level has been designated as

Nonsensitive/Low Risk.

12.2. Background Investigation: The level of background investigation commensurate with the required level of access is Minimum.

12.3. Contractor Responsibilities: Contract employees shall be issued non-PIV badges for physical access only. This requires for contract employees to:

12.3.1. Complete fingerprinting at the CAVHS badging station located in building

68 at the North Little Rock, AR campus.

12.3.2. Complete the OF306 and have two forms of federally acceptable ID.

12.3.3. Successfully complete a Special Agreement Check (SAC) background screening.

12.3.4. Read/sign Contractor Rules of Behavior and provide original signature page to the COR.

12.3.5. The contractor shall pay for lost or missing employee badges issued by

CAVHS. The cost for these lost or missing badges will annotated on and deducted from invoice payments.

12.3.6. The contractor, when notified of an unfavorable determination by the

Government, shall withdraw the employee from consideration from working under the contract.

12.3.7. Failure to comply with contractor personnel security requirements may result in termination of the contract for default.

13. SPECIAL CONSIDERATION:

All contractors and visitors are required to adhere to Universal Masking Guidance which requires people to wear a cloth face covering or facemask over their mouth and nose while in any building of Central Arkansas Veterans Healthcare System (CAVHS). Daily healthcare screening is required before entrance to VA facilities due to COVID-19. No one with a cold or flu like symptoms will be allowed on VA property. In the event that symptoms occur while on site, the contractor will notify the COR immediately. The individual(s) maybe required to be COVID tested and quarantine until released by

Infection Control to return to site.”

14. INFORMATION SYSTEM OFFICER, INFORMATION PROTECTION:

The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

15. PRIVACY OFFICER:

The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

16. RECORDS MANAGER:

161. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. Chapters. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

16.2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the

Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the

Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

16.3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

16.4. Central Arkansas Veterans Healthcare system and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Central Arkansas Veterans Healthcare system or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting

Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Central Arkansas Veterans

Healthcare system. The agency must report promptly to NARA in accordance with 36 CFR 1230.

16.5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The

Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity.

When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Central Arkansas Veterans

Healthcare system control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is

EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

16.6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Central Arkansas

Veterans Healthcare system guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

16.7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with

Central Arkansas Veterans Healthcare system policy.

16.8. The Contractor shall not create or maintain any records containing any non-public Central Arkansas Veterans Healthcare system information that are not specifically tied to or authorized by the contract.

16.9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

16.10. The Central Arkansas Veterans Healthcare system owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Central Arkansas

Veterans Healthcare system shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

16.11. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take Central Arkansas

Veterans Healthcare system provided records management training. The

Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.